9.D.
City Council Meeting - FINAL
- Meeting Date:
- 04/07/2026
- From:
- Jessica Kittleson, Customer Service Director
TITLE:
Consideration and Approval of Contract: Cooperative Purchase Contract with Xerox Corporation to Lease Copiers.
STAFF RECOMMENDED ACTION:
- Approve the Cooperative Purchase Contract with Xerox Corporation to Lease Copiers for a term of sixty (60) months in an amount not to exceed $100,000, annually; and
- Authorize the City Manager to execute all necessary documents.
Executive Summary:
The City of Flagstaff requires copier services to support day-to-day operations across City divisions. Staff is requesting approval of a Cooperative Purchase Contract with Xerox Corporation for the lease of copiers and related multi-function device services. The initial quote is for five (5) Xerox copiers for City Hall for an estimated annual cost of $38,337. The contract term is sixty (60) months commencing upon execution. The City anticipates adding additional copiers to other locations due to aging machines and increased maintenance costs of an amount not to exceed $100,000, annually.
Financial Impact:
Project Name: Xerox Copier Lease
Cost: Not to exceed $100,000 annually
Account Number Budgeted: 001-02-033-0128-1-4305
FY2025-26 Budgeted Amount: $38,337 for first five copiers
Grant Funded: No
Funding Source: Copy Mail Center Program
Additional funding will need to be identified if additional copiers above the initial five (5) copiers are replaced with this contract.
Cost: Not to exceed $100,000 annually
Account Number Budgeted: 001-02-033-0128-1-4305
FY2025-26 Budgeted Amount: $38,337 for first five copiers
Grant Funded: No
Funding Source: Copy Mail Center Program
Additional funding will need to be identified if additional copiers above the initial five (5) copiers are replaced with this contract.
Policy Impact:
None
Previous Council Decision or Community Discussion:
None
Options and Alternatives to Recommended Action:
- Approve the Cooperative Purchase Contract with Xerox Corporation for the Lease of Five Copiers; or
- Decline to enter into this Contract and direct staff to seek alternative copier and multi-function device solutions.
Background and History:
This Cooperative Purchase Contract is made through the NASPO ValuePoint Cooperative Purchasing Program, acting through the State of Colorado as Lead State, under Agency Contract No. 187800 and the corresponding State of Arizona Contract No. CTR069923. Utilizing a cooperative purchasing agreement allows the City to take advantage of competitively bid pricing and pre-negotiated terms and conditions.
Connection to PBB Priorities and Objectives:
High Performing Governance: Enhance the organization's fiscal stability and increase efficiency and effectiveness.
Connection to Regional Plan:
None
Connection to Carbon Neutrality Plan:
None
Connection to 10-Year Housing Plan:
None